Travel Road Map

Useful Information to know before your travel

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The employer has the responsibility to authorize and determine when government travel is necessary. Following consultation between the employer and the traveller, the determination of travel arrangements shall best accommodate the traveller's needs and interests and the employer's operational requirements.

Travel, hospitality, conferences and associated expenditures are managed with prudence and probity, in a manner that maximizes effectiveness in meeting organizational mandates, minimizes costs and demonstrates value for money. With recent changes to the Directive on Travel, Hospitality, Conference and Event Expenditures, travellers may need to consult the Event Pre-Approval Procedures if their travel is related to the an organized event.

For more information, please consult the National Joint Council Travel Directive.

  • Best practices for all employees
    • The number of travellers has to be limited to the minimum necessary to deliver the business of government.
    • The most economical means has to be selected given the nature of the trip when booking transportation, accommodations and meeting facilities, including giving preference to using appropriate government facilities.  Where possible the travel arrangements should be booked in advance to obtain optimal discounted rates.
    • The Individual Designated Travel Card (IDTC) should be the primary payment tool for travel related expenses incurred while on government business travel. It should not be used for personal items. IDTC transactions are monitored regularly for delinquency and improper usage. Travel advances will only be issued in very exceptional circumstances.
    • Consult travel related publications and information such as PWGSC Accommodation and Car Rental Directory.
    • All employees are mandated to use the On-Line Booking Tool (OBT) when making arrangements.
    • Minimize the number of changes to the travel arrangements regarding train or plane booking.
    • Select the lowest fare when cost effective and feasible.
  • Best practices for Executive employees
    • Executives and excluded employees are now mandated to use the Individual Designated Travel Card (IDTC) for all their travel related expenses incurred while on government business travel.
    • North American business class air travel granted under the Special Travel Authorities is not applicable within ESDC. Requests for an exception must be submitted to the Deputy Minister or Minister for approval on a case-by-case basis and supported by a full rationale.
    • Managerial responsibility for travel resources should begin prior to travel with pre-authorization considerations including travel alternatives and the integration of green products and services.
  • Non-public servant travel
  • Transportation

    Note: Reimbursement of transportation expenses related to overtime (extra duty pay) such as mileage, parking, taxi, etc. must be submitted via Phoenix self-service.

    • Train
      • VIA 1 / Business class is the standard for rail travel (Per diem should not be claimed - Meal included) but the economic class should be considered.
    • Plane
      • The standard category for air travel is Economy class. The First class is prohibited.
      • Business class is restricted to :
        • All employees for international travel where continuous air travel exceeds nine hours. Continuous air travel starts at the scheduled departure time, and ends with the arrival at destination or with an overnight stop or layover equivalent to an overnight stop. Includes connection time.
        • Where business or executive class is unavailable, economy (or reduced) fares are to be used.
    • Government Fleet Vehicles/Central Vehicle Agency
      • Departmental vehicles or agencies should be considered when and where available in order to maximize their use and reduce transportation costs related to government travel. Choice of vehicle (type/fuel efficiency) should be reviewed where possible to minimize the environmental impact. For more information, please contact your Regional Ground Transportation Manager.
    • Local transportation (Public transport)
      • Taxis, shuttles and local transportation services are alternatives for short local trips.
      • Actual expenses, including gratuities, shall be reimbursed. Receipts are only required for expenses in excess of $12.
      • Taxi chits shall not be used to and from public carrier during travel status * Reference: 4.6 Taxi services policy.
    • Bus
      • Buses should be considered when the distance to be travelled is less than 300 kms.
    • Rental vehicles
      • The standard for rental vehicles being intermediate, anything beyond this category requires justification and appropriate insurance.
        In the interest of reducing costs and when feasible, a compact vehicle may be used.
      • The Individual Designated Travel Card (IDTC) should be used for both the reservation and payment.
    • Private motor vehicle
      • Managers should discuss potential risks with employees prior to approving the use of a Private Motor Vehicle.
      • The kilometric rates payable are detailed in Appendix B and reimbursable under the province of vehicle registration.
      • Travellers shall use the most direct, safe and practical road routes and shall claim only for distances necessarily driven on government business travel. (Mapquest can be used as a tool to research distances).
      • Travellers shall be reimbursed the kilometric rate based on the distance to and from the public carrier terminal for each occasion they are driven or picked up by their spouse or other person.
      • In the interests of safe driving, when employee-driven vehicles are authorized, employees shall not be expected to drive more than:
        • 250 kilometres after having worked a full day;
        • 350 kilometres after having worked one-half day; OR
        • 500 kilometres on any day when the employee has not worked.
  • Insurance

    Rental Vehicle Insurance

    • As per the Travel Directive, Collision Damage Waiver (CDW) coverage for the entire period that a vehicle is rented is required. This coverage is included when traveller’s use the Individual Designated Travel Card (IDTC) and shall be reimbursed in circumstances where the IDTC is not used and free coverage is not provided by a personal credit card. More information can be found in the Travel Directive.
    • If you are in a vehicle accident, please contact BMO at 1-877-704-0341 if you used your IDTC to rent the vehicle. Otherwise, contact the car rental agency which you purchased your collision damage waiver coverage.

    Supplementary Business Insurance

    • As per the Travel Directive, the employer assumes no financial responsibility for privately owned vehicles other than paying the kilometric rate and the supplementary business insurance premium, where required. The employer is not responsible for reimbursing deductible amounts related to insurance coverage. More information can be found in the Travel Directive.
    • To claim the costs of supplementary business insurance, please include it your travel claim under the category “Supplemental insurance” and ensure you include the receipt.
  • Accommodation
    • Private non-commercial accommodation: (See Appendix C)
    • A traveller who chooses private non-commercial accommodation shall be reimbursed the rate as specified in Appendix C.
    • Ground transportation costs shall be authorized when it is cost effective.
      Cost effectiveness shall be determined by comparing the total cost of accommodation and transportation in the private non-commercial accommodation versus available commercial or government and institutional accommodation and the associated transportation costs.
    • Government owned/leased accommodation and institutions
      • When travel is related to activities held in an institution, the employee shall stay in institutional accommodations, unless the employer exceptionally authorizes otherwise (example: NAVCAN-Cornwall facility).
    • Hotels – For periods of travel status of less than 30 consecutive days at the same location
      • The Government Hotel Directory should be used when choosing a hotel and the rate should be the one charged by the hotel.
      • Employees are encouraged to use Green Leaf hotels that are environmentally friendly reducing the impact of travel. 
        Please refer to the Accommodation and Car Rental Directory for a complete list, which can now be sorted by environmental rating.
        The standard for accommodation is a single room, in a safe environment, conveniently located and comfortably equipped.
      • Unlisted hotels can be used if justified by saving transportation costs.  Please refer to the Accommodations Canadian City Rate Limits.
      • Important: The accommodation directory no longer indicates if the accommodation supplier has rates within or above the city rate limit. It is the traveller’s or travel arranger’s responsibility to verify the city rate limit for their destination before making reservations. Accommodation suppliers that are above city rate limits will require justification and special approval.
    • Hotels - For periods of travel status of more than 30 consecutive calendar days at the same location
      • For periods of travel status of more than 30 consecutive calendar days at the same location, accommodation at corporate residences, apartments, private non-commercial accommodation or government and institutional accommodation is encouraged.
      • Travellers who choose to stay in a hotel after the thirtieth day (30th) when apartments or corporate residences are available in the area surrounding the workplace, shall be reimbursed up to the cost of the average apartment or corporate residence available.
  • Meals
    • For all employees
      • Management must remember that flexible work time, compressed hours and special work arrangements should be taken into consideration when determining meal entitlements.
      • An employee can claim a meal allowance if his regular meal hours are disrupted, and if additional cost were incurred.
      • A meal allowance shall not be paid to a traveller with respect to a meal that is provided (supplied by Government or Non-government). Where a traveller has incurred out of pocket expenses to supplement meals provided, the actual costs based on receipts may be reimbursed, based on appropriate justification, up to the applicable meal allowance. (Ex: Via 1)
        *Note: When a traveller is unable to eat a supplied meal (i.e. hotel continental breakfast) and is required to purchase a meal substitute, the traveller will be reimbursed based on receipts up to the applicable meal allowance when justification is included in the travel expense claim.
      • Unless otherwise covered by terms and conditions of employment or collective agreements, meal expenses incurred within the Headquarters Area shall not normally be reimbursed. * Note: Meals attributable to overtime are not to be included with travel claims
    • EX Group
      • EX levels may claim the daily meal allowances or actual and reasonable meal expenses based on receipts. (Refer to Special Travel Authorities)
      • Exceptions are defined in section 3.1.9 of the travel directive.
  • Incidentals
    • An employee who is required to travel on government business overnight shall be paid an incidental expense allowance that covers a number of miscellaneous expenses not otherwise provided for in this directive for each day or part day in travel status as per Appendix C or D as applicable.  Incidentals are provided to offset some of the expenses incurred as a result of having to travel overnight.  No incidental shall be paid when the traveller does not have an overnight stay.
    • Travel within Canada, Continental U.S.A. and International
    • When flying overnight and arriving at destination the next day, an incidental can be claimed for the night of departure
      (the night was spent on the plane).  When a traveller visits locations in different countries on the same day, the incidental expense allowance paid shall be that for the location where the day commences.
    • The incidental expense allowance is not applicable to non-public servants.
  • Bottled Water
    • Reasonable amounts of bottled water should only be reimbursed (based on receipts) where potable water is not readily available.
    • Bottled water shall not be reimbursed when part of a meal.
  • Dependant care
    • The employee who is required to travel on government business shall be reimbursed actual and reasonable dependent care expenses up to a daily maximum of $35 Canadian, per household, with a declaration, or up to a daily maximum of $75 Canadian, per household, with a receipt only when the employee is required to be absent from their residence on authorized government travel;
    • other caregivers as defined in the Travel Directive are unavailable because they are required to work or must attend scheduled medical appointments or courses at a recognized learning institution;
    • the former spouse, common-law partner, or guardian is not scheduled to provide care; and
    • expenses that are incurred as a result of travelling on government business are additional to expenses the employee would incur when not travelling.
      • As per the Travel Directive, other caregivers include:
      • the employee's spouse, common-law partner;
      • the employee's former spouse or common-law partner who share custody/time as a caregiver of a dependant;
      • other dependants 18 years of age or older residing with the employee or with the employee's former spouse or common-law partner who shares custody/time as a caregiver of a dependant, who do not have a mental or physical disability that makes them unable to provide dependant care or care for themselves; or
      • a person identified as a legal guardian of the dependant requiring care.
      • Reimbursement of services under this provision will require a declaration on the travel claim that the employee had responsibility for the care of the dependant, the time period that the services were rendered, the caregiver's name and telephone number and confirmation that only one employed family member has submitted a claim for dependant care.
        Note: Pets are not considered as dependants since pet care is included in the incidental allowance.
  • International Travelling (USA included)
    • A traveller who must attend an event outside the country should confirm that they're on the international travel plan before making any travel arrangements. It's important to clearly outline how the travel contributes to departmental objectives and priorities and provide realistic cost estimates. All travel rationales must demonstrate an effective use of resources and that our participation represents a good return on investment for the Government of Canada and the Department.
    • In order to obtain more information on this subject, please consult the Departmental International Travel Site. The site presents useful starting point such as the travel plan, international travel procedure or template to use when submitting input to the international travel plan.
    • Ensure passport is current and meets travel requirements. Consult Foreign Affairs, Trade and Development Canada (FATDC) website for specific country travel information and warnings.
    • For information on Foreign Business Travel: Pre-Travel and Post-Travel Instructions (PDF, 731 KB)
    • For more information on international travelling, please consult Module 3 and 4 of the National Joint Council Travel Directive.
  • National Relocation Office

    You must contact the National Relocation Office (NRO) to determine if the National Joint Council Relocation Directive applies when there is a staffing action of a duration of more than one year involving an employee (or an initial appointment) and for which there is a change in the work location.

    The employer must allow a reasonable delay between the issuance of the offer of employment and the effective date of the new work location.

    Please contact the National Relocation Office (NRO) prior to booking any travel arrangements and conducting relocation activities.

  • Isolated Post and Government Housing

    The Isolated Post and Government Housing Policy offers employees working in isolated posts, the reimbursement of additional travel costs incurred due to the lack of medical facilities.

    Please consult the National Council Isolated Post and Government Housing Directive for more information on this matter.

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